Receptionist

Contractual Hours:  37.5 hours per week, between the hours of 8.00AM and 10:00PM Monday to Friday (including occasional Saturdays)


About BIMM Institute


BIMM, The British and Irish Modern Music Institute, has colleges in eight cities where music matters most – London, Berlin, Dublin, Brighton, Manchester, Bristol, Hamburg and Birmingham – and is proud to be the largest and leading provider of contemporary music education in Europe.


Our eight BIMM colleges have over 50 years’ experience between them in helping students launch successful careers in the music industry.


We offer a broad range of Higher and Further Education music courses – including BA Honours Degrees, nationally accredited Diplomas and Postgraduate Teaching Certificates. Our professional highly vocational and real-world courses include studies in guitar, bass, drums, vocals, song writing, music production, music business, music journalism and event management.

Person Specification

We are seeking to appoint an enthusiastic experienced, dynamic professional with a reception management and education administrative background which will enable them to take on a key role in providing high quality customer service to all students, staff, guests, visitors and stakeholders at BIMM Birmingham.

The successful candidate will be the first point of contact for all students, tutors and visitors to BIMM Birmingham and will have an open friendly approachable manner and attitude, providing great customer service at all times. Working within the reception team, the role will involve dealing with a high volume of calls and face to face interactions and responding to all queries in a timely and informative manner. The Receptionist will work as a member of the team to manage all bookings for tutorials, rehearsals and auditions, and to ensure an efficient front of house is maintained at all times. The role will also involve assisting all BIMM Departments with administrative duties as required.

Essential criteria include:

• Friendly open disposition with excellent interpersonal skills
• Excellent communication skills
• Enthusiastic and willing to learn
• Able to work effectively and collaboratively as part of a small team
• An ability to work from own initiative and keep busy and focused at quieter times
• Excellent attention to detail
• Flexible approach
• Good knowledge of Microsoft Office Suite (in particular Word, Excel and Outlook)
• Reliable with excellent time keeping and time management

Desirable criteria include:

• Educated to degree level
• Experience in a customer facing role
• Experience in Higher or Further Education
• Data entry skills
• Knowledge and interest in music

Key Accountabilities


a) Dealing with all queries at the reception desk and on the phone, as well as off-site at events and gigs
b) Responding to tutor and visitor needs as they arise quickly and efficiently referring to team members when required
c) Asking for ID cards for all visitors and students coming into BIMM premises
d) Working in accordance with GDPR and being aware of privacy and confidentiality of students data and details
e) Keeping a visitor’s book and providing visitors with visitors badges 
f) Updating BIMM systems with student personal details throughout the year
g) Producing letters to confirm student status
h) Updating student attendance and absence data on registers on a daily basis working closely with Student Support to refer on concerns
i) Assisting Student Support and Admin teams where necessary and appropriate
j) Managing the student tutorial system on Moodle in accordance with BIMM policy
k) Booking assessment slots for students in accordance with BIMM policy
l) Managing rehearsal room bookings when needed
m) Ensuring all paper work is available for students as required (assessment days, open days, absence etc)
n) Maintain up to date student information boards in student common rooms and around BIMM
o) Ensuring telephone calls are answered efficiently and politely at all times, and ensure the callers request is dealt with as soon as possible and messages are taken and passed on immediately
p) General willingness to help out with other office-related tasks to support administrative processes
q) Outside term times, be willing and available to assist all team members with administration of student records and any other duties
r) Assisting with BIMM Manchester events as required
s) Keeping reception area tidy and organized at all times
t) Removing out of date posters, flyers and refreshing printer paper, leaflets and information as required
u) Covering lunch breaks and holiday of reception team across sites


NB: This is not a complete statement of all duties and responsibilities of this post. The Receptionist may be required to carry out other duties in keeping with the nature of the post as directed by, and agreed with the Board of Directors.